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Join the Welsh ICE team as our new Admin & Finance Manager! ✨

Exciting news, our team is growing once again! ✨

Welsh ICE is an innovative and inclusive organisation dedicated to supporting local aspiring entrepreneurs in their journey towards starting and growing their businesses. We are currently in search of a passionate and driven Admin & Finance Manager to join our dynamic team.

In this role you will play a vital role in ensuring the smooth operation of our administrative and financial processes, contributing significantly to our organisation’s efficiency and effectiveness.

Job Title: Admin & Finance Manager

Company: Welsh ICE (Innovation Centre for Enterprise)

Hours: Monday-Friday (37.5)

Salary: 25-30k depending on experience

Fixed Term: 18 months

Location: Caerphilly County Borough, South East Wales (Flexible and remote working options available)


  • Collecting, processing and presenting real-time financial and key performance-related data to help drive continuous improvement and report outcomes to management, partners, funders and other stakeholders. Write reports and presentations to demonstrate progress.
  • Attend operational and senior management meetings, write minutes, track actions, provide financial updates, and support the SMT to maintain a focus on key performance indicators.
  • Utilise our bookkeeping software (Xero) to reconcile transactions and generate monthly reports comparing actual figures against agreed budgets.
  • Work closely with our outsourced bookkeeping service and accountants to ensure VAT is processed accurately, and to prepare our End of Year accounts for HMRC.
  • Implement decentralised processes to support front line and wider staff to generate invoices, evidence their expenses and generate appropriate reports for their roles.
  • Support delivery managers to manage their departmental budgets, ensure project timesheets are completed, complete and submit project paperwork, and handle financial claims in relation to publicly funded programmes.
  • Work closely with delivery managers, customers and suppliers to ensure accounts are settled in a timely manner, manage the credit control process, and escalate challenging cases to the COO when required.
  • Resolve account discrepancies and handle any financial queries emailed directly to the accounts mailbox or escalated by delivery managers.
  • Complete the monthly payroll, including staff payments, pension contributions, RTI submissions and NI payments to HMRC.
  • Act as a limited power signatory for the purposes of online banking. Responsible for processing bank payments as authorised by the COO.
  • Regularly review policies and procedures, keeping them up to date and creating new documents as required.
  • Work closely with our Hub and Membership Manager to help manage business rates.
  • Support our site team covering reception and opening/closing building as required.
  • Continuously aim to identify potential efficiency savings where possible

Person Specification

We are looking for someone with a strong skill set and experience in a similar role. However, a good culture fit is also critical. Please consider applying even if you don’t tick every requirement.

  • Exceptional numerical and financial skills, with direct industry experience using Xero or a similar accounting package handling day-to-day financial tasks.
  • Expert spreadsheet skills, fully able to utilise formulae to complete complex tasks. Highly digitally literate with experience using Microsoft Excel and/or Google Sheets
  • Experience with a range of digital, financial and administrative software packages ideally including Stripe, Fastpay, CRM systems, Google and Microsoft packages.
  • Exceptional communication skills, with the ability to work with team members across multiple disciplines and with differing skill sets.
  • Experience taking meeting minutes, completing administrative duties, and managing data in line with GDPR requirements.
  • A keen eye for detail with the ability to spot mistakes in financial and written reports.
  • A passion for organisation, efficiency and teamwork; enthusiastic about underpinning front-line delivery services with a well-managed back office.
  • A passion for the local area, supporting people from a diverse range of backgrounds.
  • An interest in automation, digital adaptation, learning and continuous improvement.
  • The ability and confidence to work in Welsh would be advantageous.

Equal Opportunities: Welsh ICE is an equal opportunities employer. We promote equality, inclusion, and diversity among our workforce, and we do not discriminate based on race, religion, colour, national origin, sex, sexual orientation, age, disability status, or any other applicable characteristics protected by law.

Dress Code: We encourage our team to wear what they’re comfortable in and express their individuality. 

How to Apply: To apply for this vacancy, please send a CV, to [email protected] by the midnight on the 24th of September. 

Please note that we may close this vacancy early if we receive a sufficient number of applications, so we encourage you to express your interest as soon as possible.

If you have any questions about the role, please feel free to email [email protected] or call 02920 140 040.